Contingency Fund
Request Packet
Revised 10/17/2013
Please submit all requests electronically to the Executive Officer of Budget and Finance at
as.budgets@chokermail.ghc.edu no less than 5 weeks prior to the date your funds are needed.
CONTINGENCY FUNDS
ASGHC Contingency Funds are only available to currently funded Services and Activities
(S&A) fee programs and are intended to be used for program expenses (such as equipment,
guest presenters or travel) that were not anticipated as part of the regular budget request
cycle.
Due to the nature of the funds available in the Contingency Fund, requests through the
Contingency Fund should be limited.
ELIGIBILITY
To be eligible for Contingency Funds the request should meet the following criteria:
1. A currently funded S&A program or organization.
2. Unusual in nature
If the event is successful and the expense is expected to recur it should be included in the annual
budget for the program.
LIMITATIONS
May not be used for:
1.
Permanent staff salaries, stipends or to cover avoidable over-expenditures.
2.
Items which should be covered in whole or in part by instructional funds and/or other
appropriate college budgets. Unless it is an unexpected expense.
3.
Annually recurring expenses
Once a request is approved by the Executive Board, no additional funds will be approved or
allocated towards the request in the same academic year.
If a requested amount is altered or denied prior to approval by the Executive Board, the requester
has the right to appeal the decision and/or submit an amended proposal to the Executive Board.
SUBMISSION OF REQUEST
All Contingency Fund requests must be submitted electronically to the Executive Officer of Budget
and Finance at as.budgets@chokermail.ghc.edu after your advisor approves the Contingency Fund
Request.
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Contingency Funds Request
REVIEW OF REQUEST
The Contingency Fund request will be reviewed by the Executive Board. The Executive
Board is the final approving body for Contingency Fund requests.
The Executive Board has the right to approve all or some portion of the Contingency Fund request,
as well as deny the request. The decision will be based upon, but not limited to:
1.
Whether or not Contingency Funds have been requested and approved for a similar request
in the same academic year.
2.
Whether or not Contingency Funds are an appropriate funding source.
3.
Whether or not the request should be considered as a Fund Balance request.
4.
The number of students the request will benefit.
5.
The benefits to the program and College.
6.
Whether the funds are available elsewhere for this request.
The Executive Board has the right to deny the request.
It is required that a representative of the program submitting the Contingency Fund request attend
the meeting of the Executive Board when the request is being considered. You must in addition to
submitting this request submit an Agenda Request Form in order to get a scheduled time allotment
on the agenda at a regularly scheduled meeting of the council Please be prepared to answer
questions and give details about the request and include contact information.
TIMELINE FOR REVIEW OF REQUEST
Contingency Fund requests must be submitted to the Executive Officer of Budget and Finance NO
LATER THAN (5) WEEKS prior to payment of any kind being due. A request submitted within the
required timeline does not guarantee a rushed process.
The timeline for the approval process is as follows:
 The Executive Board requires at least two (2) weeks to review the Contingency Fund
request
 Completion of paperwork, acquisition of signatures and processing requires at least 10
working days.
Funds will not be expended until the approval process is completed and paperwork
is submitted.
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Contingency Funds Request
TRANSFER OF FUNDS
Upon approval of the Contingency Fund request by the Executive Board, funds will be transferred
into the appropriate program account, typically within one month; however this transfer may not
appear on the program budget report until the following month.
USE OF FUNDS
It shall be the responsibility of the Assistant Director for Student Life to ensure that Contingency
Fund monies are expended as approved by the Executive Board.
Funds must be used as outlined in the approved proposal. For example, should the committee
approve travel for six persons at a certain per person cost; the funds may not be used to fund four
persons traveling at a higher per person cost.
Should any Contingency Fund monies remain unused after meeting the needs of the request, these
funds are to remain in the program account and will revert into the Fund Balance at the end of the
fiscal year. These funds should not to be used to meet other expenses of the program.
You will also be required to submit copies of receipts after purchasing is complete.
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Contingency Funds Request
ASSOCIATED STUDENTS OF GRAYS HARBOR COLLEGE
CONTINGENCY FUNDS REQUEST
This form must be submitted to the Executive Officer of Budget and Finance no less than five
weeks prior to the date your funds are needed. Submit to: as.budgets@chokermail.ghc.edu
Organization Name:
Date:
Advisor Name:
Tel:
Advisor Signature:
Date:
Organization Contact:
Tel:
Contact Email Address:
Fund Request Details
In each category, please state the amount you are requesting and briefly describe how it will
support the mission and aim of your club/organization. Then answer the questions on the following
page. Attach details about any events or services your club/organization is considering for the
academic year.
CATEGORY
Supplies/Materials (EA)
Printing (EF)
Dues/Membership Fees
(EG)
Travel (GA/GB)
Purchased Services (ER)
Other (EZ)
TOTAL REQUEST
AMOUNT
DESCRIPTION
Fundraising Plans
All clubs and programs are encouraged to fundraise. List any your club is planning and the
expected net profit.
The Contingency Funds Request provides funds for all S&A funded Clubs and Organizations.
Clubs and Organizations may not discriminate based on race, creed, color, national origin, gender,
religion, sexual orientation, marital status, disability, age, or veteran status.
Internal Use Only
Date Submitted:
Submitted To:
Date Awarded:
Amount Awarded:
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Contingency Funds Request
CONTINGENCY FUNDS REQUEST
SUPPLEMENTAL QUESTIONS
Describe your program, project or event and its objective.
What does your organization hope to achieve with the funds requested?
How will this funding request positively impact students at Grays Harbor College?
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Contingency Funds Request
CONTINGENCY FUNDS REQUEST
SUPPLEMENTAL QUESTIONS CONT.
What additional funds to support this program, project or event has your organization accessed?
How has your organization contributed to the campus community this year?
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Contingency Funds Request